HB 410 District Task List - PowerPoint Presentation

HB 410 District Task List ProgressBook Suite WebinarStudentInformation October 2017 StudentInformation State Support Team

vHB410 District Task List

HB410 District Task List Start & End times on Master Calendar and sub-calendar maintenanceEnter dates manually as HH:MM am or pm

HB410 District Task List Absence Qualifiers – Late/Tardy QualifierRecommend two Tardy typesExcusedUnexcused Tardy will count towards HB410 & EMIS Attendance Time In Tardy Absence Threshold No Late/Tardy Not Counted Against Yes Late/Tardy Counted Against

HB410 District Task List Late/Tardy

HB410 District Task List Absences with Late/Tardy or Partial Qualifier on Absence Type

HB410 District Task List New ‘Partial’ QualifierMust be used to enter partial absences that span AM to PM portion of the dayMultiple absences with the ‘partial’ may be entered per dayPartial Events are calculated as Excused or Unexcused Need Excused Partial and Unexcused Partial Absence TypeTime In and/or Time Out fields must be entered to record a partial dayIf no Time In and Time out on Absence event, record will be ignored

HB410 District Task List Partial Absence TypesShould be ‘Report to EMIS’Recommended to have two codesExcused Code Unexcused Code

HB410 District Task List Partial Absences without times will not be included in the calculations for HB410 or EMIS Attendance

HB410 District Task List Out of School SuspensionsCount towards EMIS reporting as Unexcused AbsencesCount towards Excessive Absences threshold for HB410 Do not count towards Habitual Truancy threshold

HB410 District Task List New option added to identify absence type as Out of School Suspension

HB410 District Task List Minimum recommended Absence Types needed

HB410 District Task List Updating Absence Qualifiers on existing Absence Types If you want to change the qualifier on an absence type from Absent to Partial or Partial to Tardy, etc.Submit a helpdesk ticket to SSST with your requestWhen changing qualifiers, some mass updating will need to occur to make the change to existing absence event records

HB410 District Task List New Informational message added to Add/Edit version of School Absences

HB410 District Task List Attendance Reports will be updated in the near future to include calculations for HB410 AttendanceAttupemis – Will be updated soon HB410 Ad Hoc Reports – Currently in testingReport Card Attendance Will be discussed at the October SIAC Meeting

HB410 District Task List Questions & Answers

HB410 Attendance What is the difference between ‘Habitual Truant’ and ‘Excessive Absences’ Habitual Truant thresholds only include ‘unexcused absences’. Excessive absences include both excused and unexcused. There are different thresholds for both

HB410 Attendance If a student is 18 or over, must we track their attendance? HB410 requirements only apply to students of compulsory education age. However, a district cannot withdraw an 18-year-old student for being truant unless the student makes the request.

HB410 Attendance How do we count recess? Per Office of accountability, recess isn’t included in instruction time. Recess is not tracked in SI. If an absence covers recess time, the school would need to adjust time in/out to accommodate recess if they wanted it excluded from the time out for an absence

HB410 Attendance How is rounding taken into consideration in the calculation? Absences will be calculated to the minute. If a school has a policy to round down if a student was absent less than 15 minutes, they would add the Tardy but not enter a time in if it fell below 15 minutes.

HB410 Attendance Do the codes with the partial qualifier impact report cards? Currently, they do not. There have been requests to leave report card attendance as-is. This will be discussed at the next SIAC.

HB410 Attendance A building has students who have late arrival or early dismissal every day, how should we handle these kids? It is recommended that their calendar reflect the exceptions, however, this could multiple exponentially, the number of calendars to accommodate. If student has FTE < 100, FTE will be used in attendance calculations

HB410 Attendance How should community schools track attendance? Community schools are required to follow the same requirements for HB410 and EMIS attendance as Traditional districts. Students participating in a virtual environment are expected to participate in instructional activities on a consistent basis that conforms to the school calendar.

HB410 Attendance Do public preschools need to track and report attendance by the hour? Though public preschools are not subject to HB410 provisions, the Department encourages preschools to track and report attendance by the hour

HB410 Attendance Should buildings switch to taking period attendance? Not at this time. Initially, we are addressing daily attendance and then will be addressing period attendance. With ODE indicating there will be changes in how attendance is reported next year, we are waiting to find out what those changes will be before making any further recommendations.

HB410 Attendance What is the definition of a school month? A school month is any calendar month that students are required to attend school.

Questions from Webinar

HB410 Attendance If students get recess immediately before or after lunch, can they include the time in their From/To lunch period time? Yes, adjust the start time and/or end time to include the minutes students are at recess along with lunch.

HB410 Attendance We have a school with different start and end times because of block scheduling. How do we enter start/end time on calendars when the times are different each day? If the times differ depending on sub-calendar, use Calendar Bulk Exception update and update the master calendar day start times for each day of the week. (see next slide for details on how to make the changes quickly)

Updating Rotation Day times Use Calendar Bulk Exception Management Step #1 for each day, update Daily Start and stop time for all periods Step #2 – Select Days to update. Use Recurring Days option to quickly select all Monday dates for the school year to update times Step #3, select the building calendars you wish to update and click Save.

HB410 Attendance Some students are considered 100% because of the 5 credit rule. Do you see that being a problem for hours of attendance? Since we aren’t yet tying attendance to the class, currently, these students are considered present all day regardless of the number of classes they are taking. Their FTE is 100%. If they are absent all day, their absence would be for the full hours of a school day.

HB410 Attendance If a student is marked absent with a level of AM or PM, but they also enter time in and time out that reduces the number of hours out, will the reports count the absence as a half day or only for the time between in and out time? If the time in and out are on the absence record, they will be used to more accurately calculate the amount of time absent. With no times included, the absence will be counted as half of the normal school day hours

HB410 Attendance I’m not understanding the reason for a Partial Absence type. What is the difference? The partial absence type allows you to add an absence event for a time different than a full or half day that may span from sometime in AM to some time in PM. Regular half-day absences are typically AM only or PM only. This gives greater flexibility to define those chunks of the day a student was out.

HB410 Attendance Can the Late/Tardy qualifier be used the same as a partial? Not really. A Late/Tardy typically only has a time in so the student is assumed absent from the start of the day until the time in on the Late/Tardy. Partials contain time in and out, which gives the exact time the student was out.

HB410 Attendance When you talk about AM and PM absences, do schools now have to have an Absence Cut-off time entered on the StudentInformation Options attendance tab? The Absence Cut-off Time is used by period attendance to determine the cutoff time to make a half day absence AM or PM. It doesn’t affect anything for our calculations for HB410 or EMIS.

HB410 Attendance If a student is out in the AM but returns at 10:30, why can’t you just mark ½ day absent but put the time in of 10:30 instead of adding a partial absence? You could do it this way. Either way is fine. As long as the student’s time out doesn’t span lunch, either way is acceptable.

HB410 Attendance On senior privilege option where they come in later one period, if they put them on a sub-calendar and have the start time different than the master, would that be sufficient or would they have to enter exceptions for each day too? If this is a consistent time that can be defined on the calendar, it would be better if they were on a separate calendar and the Start and Stop times for the day be adjusted on the calendar days.

HB410 Attendance Are period attendance schools still supposed to be entering a time in/out on the daily absence record that is system generated after taking period attendance? Yes, they do need to update the Daily Attendance records with the times if the absence doesn’t span the whole or half day. Period attendance only creates records when the number of periods absent hits a predefined threshold. So, absences such as partials and Tardies don’t get a daily event generated and must be created on daily absence.

HB410 Attendance Are there plans to utilize the start/end times on ALL periods of the day to calculate hours missed – not just deducting the lunch period times? We do have plans to look at the period attendance records in the future, however, modifications will be needed. ODE has indicated that there will be changes in how attendance is reported next year so we are waiting on those requirements to get an understanding of all changes we will need to make to the attendance process.

Thank you Thank You!!